Senior Administrative Assistant

At Johnson & Johnson, we believe health is everything. Our strength in healthcare innovation empowers us to build a world where complex diseases are prevented, treated, and cured, where treatments are smarter and less invasive, and solutions are personal. Through our expertise in Innovative Medicine and MedTech, we are uniquely positioned to innovate across the full spectrum of healthcare solutions today to deliver the breakthroughs of tomorrow, and profoundly impact health for humanity. Learn more at https://www.jnj.com

Job Function:

Business Support

Job Sub Function:

Administration & Secretarial

Job Category:

Business Enablement/Support

All Job Posting Locations:

Santa Clara, California, United States of America

Job Description:

Johnson & Johnson is recruiting for a Sr. Administrative Assistant located in Santa Clara, CA.

Fueled by innovation at the intersection of biology and technology, we’re developing the next generation of smarter, less invasive, more personalized treatments. Ready to join a team that’s pioneering the development and commercialization of Intravascular Lithotripsy (IVL) to treat complex calcified cardiovascular disease. Our Shockwave Medical portfolio aims to establish a new standard of care for medical device treatment of atherosclerotic cardiovascular disease through its differentiated and proprietary local delivery of sonic pressure waves for the treatment of calcified plaque.

Provides administrative support to the VP of Downstream Marketing & Education, VP of Upstream Marketing and VP of Market Access. Completes tasks to ensure accuracy, timeliness, and quality of deliverables. Conducts administrative support to facilitate marketing executive's ability to effectively lead the organization. Communicates with marketing and market access employees, management, external business contacts, and vendors in a courteous and professional manner. Organizes and records data to support coordination of presentation materials and other documentations in a variety of formats. Provides meeting planning and scheduling support, coordinating venues, materials, and technology support. Demonstrates Johnson & Johnson’s Leadership Imperatives and Credo.

Essential Job Functions

• Coordination of marketing-related internal and customer-facing activities – ensuring effective and purposeful scheduling and collaborating as needed with others on the coordination of presentations, dinners, and events.
• Provide on-site logistical support as needed during customer events, conferences, and sales meetings.
• Manages or assists with special event planning including site selection and/or restaurant identification, coordinating contracts, sending meeting confirmations, preparing and distributing meeting materials, etc., for select Sales leadership meetings (Sales Leadership Meeting, Regional Sales Leadership meetings, National Sales meeting, etc.). Coordination of virtual/in-person monthly marketing meetings; manage development of slide presentation and materials, provide technical support / help moderate the meetings.
• Manages travel and reconciles expense reports for marketing leadership.
• Initiates purchase requisitions submissions, and contract drafting and submissions and new vendor setup/onboarding as needed.
• Assists in preparing budget spreadsheets and tracking expenses for marketing organization activities.
• Triage requests, responding or referring issues to others as appropriate; independently and proactively manages administrative functions related to team's responsibilities.
• Composes and manages correspondence on behalf of the marketing leadership, especially follow-up and thank-you letters to customers, physicians, Key Opinion Leaders, etc., reinforcing SWAV’s image and professionalism through polished and professional communications and interactions.
• Plans, organizes and manages multiple calendars; works with other support functions, and other key stakeholders/staff to determine priorities and resolve schedule conflicts.
• Responsible for maintaining the marketing organization chart for use with key stakeholders.
• Proactively manages special projects.
• Ensures key stakeholders are apprised of project progress as necessary.
• Additional administrative tasks as needed to support the business.

Qualifications:

• Five or more years’ experience in a high-level coordinator or event planning role
• BA/BS or equivalent experience
• Ability to interact with staff (at all levels) in a fast-paced environment, sometimes under pressure, remaining flexible, proactive, resourc